E-Filing a Document Thursday, June 14, 2012 Dwight E. Brock Collier Clerk of Courts

E-Filing a DocumentE-Filing a DocumentThursday, June 14, 2012Thursday, June 14, 2012

Dwight E. BrockDwight E. BrockCollier Clerk of CourtsCollier Clerk of Courts

A Method to File Court Case Documents A Method to File Court Case Documents Electronically with the Clerk of CourtsElectronically with the Clerk of Courts

How: By utilizing the Statewide eFiling Portal sponsored by the FACCHow: By utilizing the Statewide eFiling Portal sponsored by the FACC

2

What is eFiling?What is eFiling?

Replaces 2 Delivery Methods•In Person•MailECF XML

Statewide ePortal

67 Clerks of CourtCase Initiation, Indexing, DocketingFee Collection and Accounting Local Clerk CMS

How it Works: Filing with the Statewide ePortal

Local/Statewide Filers•Private Attorney's•State Attorney•Public Defender

4

eFiling Portal FunctionalityeFiling Portal Functionality

• The eFiling Portal consists of:The eFiling Portal consists of:

eFiling and eRecording CapabilityeFiling and eRecording Capability Single statewide login for all usersSingle statewide login for all users Single web access used to submit Single web access used to submit

documentsdocuments Provide for transmissions to/from the local Provide for transmissions to/from the local

Case Management SystemsCase Management Systems Provide electronic notificationsProvide electronic notifications

5

Getting Started:Getting Started:

Register/Set up an account on the Register/Set up an account on the ePortal:ePortal:https://www.myflcourtaccess.comhttps://www.myflcourtaccess.com

Tip:Tip:All filings are submitted on the behalf of All filings are submitted on the behalf of

an attorney, therefore all accounts an attorney, therefore all accounts must contain the attorney's bar must contain the attorney's bar number. Many firms create generic number. Many firms create generic accounts per attorney.accounts per attorney.

6

Register NowRegister Nowhttps://www.myflcourtaccess.com/https://www.myflcourtaccess.com/

7

Fill out the RegistrationFill out the Registration

8

Tips For RegisteringTips For Registering

It’s good practice to set up a generic It’s good practice to set up a generic accountaccount

Set up alternative e-mail addresses or Set up alternative e-mail addresses or a distribution account so that others a distribution account so that others can see what was filed, receive can see what was filed, receive notifications and access the filingsnotifications and access the filings

Remember to reset the password Remember to reset the password when staff is no longer employedwhen staff is no longer employed

Read the Filer Documentation.Read the Filer Documentation.

9

2 Methods to eFile2 Methods to eFile

Simple eFile: Used for filing criminal, Simple eFile: Used for filing criminal, traffic and Probate cases with the Collier traffic and Probate cases with the Collier Clerk. Limits filings on existing cases only Clerk. Limits filings on existing cases only with no additional fees for the filing.with no additional fees for the filing.

Full eFile: Used for filing new and existing Full eFile: Used for filing new and existing Civil Cases. Filings may have fees Civil Cases. Filings may have fees associated with them. associated with them.

10

Simple E-FileSimple E-File

11

Simple eFile:Simple eFile:Submit a DocumentSubmit a Document

12

Simple eFile:Simple eFile:Enter case numberEnter case number

13

Simple eFile:Simple eFile:Browse Document & Add FileBrowse Document & Add File

14

Simple eFile:Simple eFile:SubmitSubmit

15

Full eFiling (Civil)Full eFiling (Civil)New Case New Case

16

Full eFiling (Civil)Full eFiling (Civil)New Case New Case

17

Full eFiling (Civil)Full eFiling (Civil)New Case – Select Case TypeNew Case – Select Case Type

18

Full eFiling (Civil)Full eFiling (Civil)New Case – Select SubTypeNew Case – Select SubType

19

Full eFiling (Civil)Full eFiling (Civil)New Case – Enter Civil InfoNew Case – Enter Civil Info

20

Full eFiling (Civil)Full eFiling (Civil)New Case – Enter PartiesNew Case – Enter Parties

21

Full eFiling (Civil)Full eFiling (Civil)New Case – File DocumentsNew Case – File Documents

22

Full eFiling (Civil)Full eFiling (Civil)New Case – Document TypeNew Case – Document Type

23

Full eFiling (Civil)Full eFiling (Civil)New Case – Attach DocumentNew Case – Attach Document

24

Full eFiling (Civil)Full eFiling (Civil)New Case – Attach DocumentNew Case – Attach Document

25

Full eFiling (Civil)Full eFiling (Civil)New Case – Enter Payment New Case – Enter Payment

26

Full eFiling (Civil)Full eFiling (Civil)New Case – Review & Submit New Case – Review & Submit

27

Full eFiling (Civil)Full eFiling (Civil)Existing CasesExisting Cases

28

Full eFiling (Civil)Full eFiling (Civil)Existing -Enter Division &Case Existing -Enter Division &Case

29

Full eFiling (Civil)Full eFiling (Civil)Existing - Parties Tab Existing - Parties Tab

30

Full eFiling (Civil)Full eFiling (Civil)Existing - Documents Tab Existing - Documents Tab

31

Full eFiling (Civil)Full eFiling (Civil)Existing - File a Document Existing - File a Document

32

Full eFiling (Civil)Full eFiling (Civil)Existing - File a Document Existing - File a Document

33

Full eFiling (Civil)Full eFiling (Civil)Existing - File Document Existing - File Document

34

Full eFiling (Civil)Full eFiling (Civil)Existing - Review and Submit Existing - Review and Submit

35

ePortal Frequently Asked QuestionsePortal Frequently Asked Questions

TimestampsTimestampsHow will this system address the filing time, and time stamping of How will this system address the filing time, and time stamping of documents when it is received?documents when it is received?

All dates and times, including when the filing is received at the All dates and times, including when the filing is received at the ePortal and accepted by the clerk, are stored in the ePortal ePortal and accepted by the clerk, are stored in the ePortal database to ensure the accuracy and consistency of when the database to ensure the accuracy and consistency of when the event took place. event took place.

AO 09-30 3.1.12AO 09-30 3.1.12An electronic filing may be submitted to the portal at any time of An electronic filing may be submitted to the portal at any time of the day or night, twenty four (24) hours a day seven days a week; the day or night, twenty four (24) hours a day seven days a week; the portal shall place a time/date stamp. However, the filing will the portal shall place a time/date stamp. However, the filing will not be official information of record until it has been stored on the not be official information of record until it has been stored on the clerk’s case maintenance system.clerk’s case maintenance system.

36

ePortal Frequently Asked QuestionsePortal Frequently Asked Questions FeesFees

Filer Costs: Describe any charges above and beyond the statutory Filer Costs: Describe any charges above and beyond the statutory fees. (subscriptions, convenience fees, additional services).fees. (subscriptions, convenience fees, additional services).

Authorized filers may access the ePortal and file Authorized filers may access the ePortal and file existing case existing case filings filings at no charge. If a filer chooses to pay statutory filing at no charge. If a filer chooses to pay statutory filing fees using a credit card or ACH transaction, they will be fees using a credit card or ACH transaction, they will be charged an additional credit card transaction fee which will be charged an additional credit card transaction fee which will be used to cover the associated banking and merchant fees as used to cover the associated banking and merchant fees as allowed by Florida Statutes. The portal will accept MasterCard, allowed by Florida Statutes. The portal will accept MasterCard, Discover, and American Express.Discover, and American Express.

The Florida eFiling Authority has set the following fees:The Florida eFiling Authority has set the following fees:

Credit CardsCredit Cards 3% of Filing Fee3% of Filing Fee

ACHACH $3$3

37


Access to Filings and Case InformationAccess to Filings and Case Information The ePortal provides access to filings “in The ePortal provides access to filings “in

progress” only.progress” only. Once the filing is accepted and filed in the local Once the filing is accepted and filed in the local

CMS, this becomes the official court record just CMS, this becomes the official court record just like the current paper process.like the current paper process.

Original filings are retained at the portal for a Original filings are retained at the portal for a brief period and then removed. brief period and then removed.

Permanent access to these documents will be Permanent access to these documents will be provided through existing methods – local web provided through existing methods – local web sites and CCIS links. sites and CCIS links.

38


What are the Document Types What are the Document Types Supported?Supported?

Portal will accept filings in Word, Portal will accept filings in Word, WordPerfect, or PDF. WordPerfect, or PDF.

If a document is submitted in Word or If a document is submitted in Word or WordPerfect, the portal will convert it to WordPerfect, the portal will convert it to PDF so that it cannot be altered.PDF so that it cannot be altered.

39


Notifications Supported by the Portal?Notifications Supported by the Portal?

1) Receipt of subscriber application1) Receipt of subscriber application

2) Acceptance/activation of subscriber account2) Acceptance/activation of subscriber account

3) Change of subscriber profile including login 3) Change of subscriber profile including login credentialscredentials

4) Receipt of filing including filing id number4) Receipt of filing including filing id number

5) Acceptance of filing including filing id number 5) Acceptance of filing including filing id number and case identification dataand case identification data

6) Pending status of filing including filing id 6) Pending status of filing including filing id number, case identification data and rejection number, case identification data and rejection reasonreason

40


Administration of User Administration of User Accounts/AuthenticationsAccounts/Authentications

2 Options2 Options Users can authenticate their own Users can authenticate their own

accountsaccounts Law Firms can administer their usersLaw Firms can administer their users

41


How are electronic signatures handled?How are electronic signatures handled? ePortal supports electronic signatures as ePortal supports electronic signatures as

outlined in AO 09-30:outlined in AO 09-30: A pleading or other documentA pleading or other document is is notnot required to bear the electronic required to bear the electronic

image of the handwritten signature or an encrypted signature of the image of the handwritten signature or an encrypted signature of the filer, but may be signed in the following manner when electronically filer, but may be signed in the following manner when electronically filed through a registered user’s login and password.filed through a registered user’s login and password.

s/ John Doe s/ John Doe John Doe (e-mail address) John Doe (e-mail address) Bar Number 12345 Bar Number 12345 Attorney for (Plaintiff/Defendant) Attorney for (Plaintiff/Defendant) XYZ Company XYZ Company ABC Law Firm ABC Law Firm 123 South Street Orlando, FL 32800 123 South Street Orlando, FL 32800 Telephone: (407) 123-4567Telephone: (407) 123-4567

Original documents (Death Certificates, etc.) or those that contain Original documents (Death Certificates, etc.) or those that contain original signatures such as affidavits, deeds, mortgages and wills must original signatures such as affidavits, deeds, mortgages and wills must be filed manually until the court has determined the digital format by be filed manually until the court has determined the digital format by which these issues are addressed.which these issues are addressed.

42

Eportal Recent IssuesEportal Recent IssuesFlorida Supreme Court Standards for Electronic Access to the Florida Supreme Court Standards for Electronic Access to the

Courts (Ver. 4) - Section 3.1.11Courts (Ver. 4) - Section 3.1.11**Local Document Receiving Process****Local Document Receiving Process**

When information has been submitted electronically to the Clerk of When information has been submitted electronically to the Clerk of Court’s Office, via the Florida Courts E-Portal, the Clerk of Court will Court’s Office, via the Florida Courts E-Portal, the Clerk of Court will review the filed document and determine whether it contains the review the filed document and determine whether it contains the required information for placement into the clerk’s case maintenance required information for placement into the clerk’s case maintenance system. If, during the local document receiving process a system. If, during the local document receiving process a determination is made that the filed document conflicts with any determination is made that the filed document conflicts with any court rules or standards, then the clerk shall place the filed document court rules or standards, then the clerk shall place the filed document into a pending queue. A filing may be placed in a pending queue for into a pending queue. A filing may be placed in a pending queue for any reason that prevents the filing from being accepted into the any reason that prevents the filing from being accepted into the clerk’s case maintenance system, e.g. documents that cannot be clerk’s case maintenance system, e.g. documents that cannot be associated with a pending case; a corrupt file or an incorrect filing associated with a pending case; a corrupt file or an incorrect filing fee.fee.

Once placed in a pending queue, the clerk shall attempt to contact Once placed in a pending queue, the clerk shall attempt to contact the filer and correct the identified issue(s). The filing will remain in a the filer and correct the identified issue(s). The filing will remain in a pending queue for no more than 5 (five) business days, after which pending queue for no more than 5 (five) business days, after which time the filing will be docketed, as filed, and processed for judicial time the filing will be docketed, as filed, and processed for judicial review.review.

43

Eportal Recent IssuesEportal Recent IssuesNon-Attorney UsersNon-Attorney Users

Currently, only Florida Bar Members may register and obtain Currently, only Florida Bar Members may register and obtain logins to the eFiling Portal.logins to the eFiling Portal.Paralegals, Legal Assistants, and Pro Se roles are being Paralegals, Legal Assistants, and Pro Se roles are being reviewed by the Florida eFiling Authority. This issue will be reviewed by the Florida eFiling Authority. This issue will be addressed in the future meetingsaddressed in the future meetings

Collier County Status on eFilingCollier County Status on eFiling

June 21, 2010 approval for 90 day testJune 21, 2010 approval for 90 day test March 26, 2012 approval to begin e-filing with March 26, 2012 approval to begin e-filing with

conditionsconditions June 13, 2012 approval by Chief Judge to go paperlessJune 13, 2012 approval by Chief Judge to go paperless Goal of July 1, 2012 for paperless in criminal, probate, Goal of July 1, 2012 for paperless in criminal, probate,

traffic and juvenile with eFiling July 15, 2012traffic and juvenile with eFiling July 15, 2012 Goal of September 1, 2012 for paperless in county Goal of September 1, 2012 for paperless in county

civil and small claims with eFiling September 15, 2012civil and small claims with eFiling September 15, 2012 Circuit civil and Family cases will go paperless Circuit civil and Family cases will go paperless

depending on back-scanningdepending on back-scanning eFiling will become mandatory for attorneys 9 months eFiling will become mandatory for attorneys 9 months

after the clerk begins eFiling.after the clerk begins eFiling.

44